Void Payments

Void Payments

There are several situations where you may need to void or cancel a check.

For example:

• If the check form is lost or damaged prior to printing, you can use the Unused Check Void utility to void the lost checks. Refer to Voiding Unused Checks for more information.
• If you print a Grant or administrative check and it is subsequently lost or destroyed, and you need to reissue the check, you will have to record the void and restore the payable to print a new check.
• If you print and post an administrative check that has not been cashed, and you want to completely void the check and eliminate the payable.

To void an existing payment, do the following:

1. In the Accounts Payable module, click the Payments supertab and select the desired payment in the Payments Data grid.
2. Click the Payment tab.
3. Click the Void Payment button. The Void Payment Information window opens.

 Note: If the payment has already cleared the bank, a warning message will appear.

     4. Choose the G/L Apply date for the void. Typically, you would want the G/L apply date to be the same as the original payment date.

Note: The original payment date appears at the top of this window, for reference.

Note: If the period when for the original payment date is closed, you should enter the current date. You should also enter the current date if the payment affected an investment pool and the impacted FACTS cycle has already been posted to General Ledger.

     5. (Optional) Click the arrow in the Void Reason drop-down box and select the reason you are voiding the payment. A description of the code appears in the text field to the right of the drop-down box. The codes have to be set up in File Maintenance first. Go to File Maintenance > Accounts Payable > A/P Code Maintenance > Void Reason to set those up.

     6. If you want to create a Debit Memo to cancel the payable, select the Create Debit Memos checkbox. If you want to re-issue the payment rather than cancel the payable, clear this checkbox.

Important: When voiding a check associated with a grant or scholarship, DO NOT check the checkbox to Create a Debit memo.

   7. Click OK to continue voiding the payment.

   8. Verify the Send To destination, and then click the Run Report button. The Void Check General Ledger Summary Recap report opens in the FIMS Viewer.
 

   9. Click Yes to post the Journals.

Note: If you created a Debit Memo for the payment, a message appears before the report opens to inform you of the Unposted Item Number for the new Debit Memo. You will have to post the Debit Memo to eliminate the payable.